Valcre Best Practices

Following these best practices will help prevent formatting issues, ensure proper data linking, and improve collaboration across teams. This guide outlines the key guidelines for file naming, storage, and handling of Word and Excel documents, as well as best practices for using the Valcre Add-In and managing other add-ins.

1. File Naming

Proper file naming is essential to maintaining organization and preventing system errors. Follow these guidelines:

• Keep file names short and simple to avoid issues with file paths or system limitations.
• Use a consistent format:
  • Example: 1200150 - 910 West Ave
  • Avoid special characters (* / \ : ? " < > |) and excessive spacing.

2. File Storage and Access

To ensure seamless access and proper file management, adhere to the following storage practices:

• Always work from a local folder on your computer when editing files.
• Use network or file-sharing folders only for storage once the file is completed or is not actively in use.
• Store Excel and Word files in the same folder location to maintain linked data integrity between the two files. 
• Regularly back up important files to avoid data loss due to system failures.

3. Working with Word Documents

When reviewing and commenting on reports, ensure proper handling of Word documents:

• Always download and open reports with Microsoft Word to maintain correct formatting.
• To remove unused content controls, click into the grey area of the content control and press the DELETE key. This ensures the entire control is removed, not just its content.
• Before finalizing a document, check for formatting consistency and remove any unintended tracking or comments.

4. Working with Excel Files

To ensure data integrity and compatibility with Valcre’s system, follow these best practices for Excel files:

• Always download the latest Excel template from the Downloads page when starting a new job to ensure you use the most up-to-date version.
• Do not delete rows or columns; instead, hide unused rows and columns to preserve the file’s structure.
• Regularly save your Excel file.

5. Using the Valcre Add-In

For smooth integration with Valcre’s tools, keep the following in mind:

• Save your Excel file before syncing with the Valcre Add-in to update all links properly.
• If you receive a report back for revisions, ensure Track Changes is turned off before re-syncing with the Valcre Add-in

6. Managing Other Add-Ins

To prevent conflicts and ensure optimal performance, follow these recommendations:

• Uninstall any unnecessary Microsoft Word and Excel add-ins that are not relevant to Valcre, such as Narrative1 (N1) add-ins.
• Avoid running multiple add-ins that interact with formatting, templates, or data linking, as they may interfere with Valcre’s functionality.

7. Additional Best Practices

• Version Control: Consider adding version numbers (e.g., Report_910WestAve_v2.docx) to track edits and maintain document history.
• Security: Ensure sensitive files are stored in secure locations and follow company guidelines for data protection.
• Collaboration: When sharing files, provide clear instructions on versioning, comments, and intended updates to avoid duplicate work or conflicting changes.

Following these best practices will help streamline workflows, prevent formatting and linking errors, and ensure smooth collaboration within Valcre. If you have any questions or run into issues, refer to internal documentation or contact support for assistance.